East Renfrewshire Neighbourhood Watch - Forum Kunena Site Syndication http://www.ernhw.org.uk/ Thu, 24 Jun 2021 20:52:39 +0000 Kunena 1.6 http://www.ernhw.org.uk/components/com_kunena/template/default/images/icons/rss.png East Renfrewshire Neighbourhood Watch - Forum http://www.ernhw.org.uk/ en-gb Subject: MIXED TENURE CONTRACT (£500,000.00+) - Taken In-House? - With only 1 report and 1 email? Open and Transparent? - by: RM64 http://www.ernhw.org.uk/forum/2-public-forum/47606?limit=6&start=6#47606 http://www.ernhw.org.uk/forum/2-public-forum/47606?limit=6&start=6#47606
Background

It would appear Council now want to take this 'IN HOUSE'

This was the report submitted to the Cabinet meeting 28 January 2021 saying they had 'forgotten' to renew the contract !



EAST RENFREWSHIRE COUNCIL
CABINET
28 January 2021
Report by Director of Environment

MIXED TENURE SCHEME

PURPOSE OF REPORT
1.The purpose of this report is to advise the Cabinet on the current circumstances with regard to the expiry of the contract with the Council’s third-party provider for the management of the Mixed Tenure Scheme.

In particular the report advises on the continuation since November 2019 of the previously competitively tendered contract on the same terms and conditions and contract rates which demonstrates that it was continued on a best value basis.

RECOMMENDATIONS
2.It is recommended that the Cabinet,

(a)Notes that the contract with VERG (the Council’s third-party Mixed Tenure Scheme provider) expired at the end of November 2019 and that due to an oversight and subsequently coronavirus related issues the contract was not retendered within the timescale required;

(b)Notes that the tendered contract was considered to have provided from December 2015 important high-quality services and value for money;

(c)Notes that for the reasons outlined in this report the contract has been continued on the previous terms and conditions and competitively tendered rates between the period from December 2019 to February 2021 at a projected cost of £375,000 (to 31 March 2021 should the Cabinet agreed to extend the current arrangement until then);

(d)The total expenditure is above EU threshold but is appropriate under thePublic Contracts (Scotland) Regulations 2015, Regulation 33 (1) (C) which permits a negotiated contract without prior publication for reasons of urgency due to events unforeseen by the contracting authority;

(e)Approves the continued use of the contract on this basis until 31 March 2021which is within the budgetary provision which had been made for the scheme over that period; and(f)Notes that the contract will be competitively retendered to run from 31 March2021.

BACKGROUND AND REPORT
3.The Mixed Tenure Scheme was established in 2013 to improve the condition of mixed tenure estates which comprise both Council houses and private properties.

The existing contract was subject to competitive tender and awarded in December 2015.

4. The existing contract has provided a much-needed very high quality service and good value for money.

It is highly appreciated by our residents and also by Elected Members.

In addition, it has provided added value for the local economy, employability and opportunities for our Care Experienced Young People.

This is explained in further detail in this report.

5. The scheme, which has an annual budget of £500,000, is managed on behalf of the Council by a third party contractor ( called VERG).

It should be noted the annual budget pays for the services provided directly by VERG as well paying for the services tendered to Private Contractors.

6. The main element of the contract with the third party contractor is the provision of a “Hit Squad” of around 10 operational staff.

This squad deals with problems such as fly tipping or litter picks in Council areas regardless of housing tenure.

They also undertake small remedial works, garden clearance, tree management and small project development.

7. In addition to the hit squad, the third party contractor manages on the Council’s behalf services procured through a number of private contractors appointed by the Council through competitive tender and standard Council contract procedures.

The services provided through these contracts includes:

•Garden and hedge maintenance.

•Close cleaning and painting to enhance the cleanliness and visual appearance of block properties

•Smaller improvements to the physical fabric of the estate (such as fence painting, minor repairs, fence replacement, bin store demolition, footpath improvements and slabbing etc)

8. Overall in the financial year 2019/20 the substantial number of projects delivered through the hit squad and contractors amounted to around:

•2500 ad hoc requests (uplifts relating to garden and household waste and regular uplift of flytipping hotspots), (hit squad)

•3829 close cleans

•3250 garden maintenance visits (Contractor& HIT Squad)

•60 tree cuts

•100 repairs to fences

•40 path/slabbing remedial repairs

•40 close paintings

9. The Mixed Tenure Scheme also provides added value to the local economy and other Council strategic objectives by providing training for local people and creating and sustaining local employment.

With the exception of the Project Officer, all 10 members of the current squad are from East Renfrewshire.

The project further supports the Council Family Firm initiative for Care Experienced Young People (CEYP) in offering work experience.

This particular element of the scheme is provided free of charge by the third party contractor.

Since its creation the scheme has provided opportunities for work experience for 10 CEYP, 2 which are from East Renfrewshire and are still employed on the squad.

The scheme has also provided volunteering opportunities with WorkER and Adult Education Services to 10 local residents, 2 of which are now employed.

10. The contract with the third party contractor expired in November 2019.

Unfortunately, due to an oversight the re-tendering process was not started on time.

When this was recognised and the re-tendering process recommenced just prior to March 2020 it was then further delayed due to staff having to deal with emerging Covid related issues.

11. At around the same time (March 2020) the Council began to identify a developing urgent need for additional resources to supplement Council resources in a number of areas.

Initial COVID-19 related restrictions on undertaking certain types of work meant that the hit squad were likely to have surplus capacity.

This meant that there was an opportunity for the scheme to assist with wider Covid related services

12.It was felt that without the Mixed Tenure Scheme the condition of local mixed tenure estates would deteriorate significantly during the lockdown period placing significant pressure on existing Council services.

To have suspended this service due to the tendering/contract issue would have created health and safety risks for residents and in buildings had they not been addressed.

13.Given all the circumstances outlined above the contract with the third party contractor was allowed to continue to run on a monthly basis on the same terms and conditions and previously tendered rates particularly given the satisfaction with the quality of the service and perceived value for money provided through the existing contract.

The contract payments continued to be invoiced by the contractor and paid monthly.

14.As a result of this decision the hit squad where then able to proceed to

•Assist ERC with delivering food parcels and equipment to the distribution points for those vulnerable residents in East Renfrewshire.

•Assist the wider Environment Department in providing bank holiday cover

•Sanitise handrails, door handles and lift panels at Montgomery Court Sheltered Housing complex.

•Remove the waste generated by an increase in fly tipping & remove contaminated bin and fire hazards in communal areas.

•Remove excess garden waste.

15.A re-tender exercise has commenced for the Mixed Tenure Scheme from 2021/22 with the aim of letting a new contract from 31 March 2021.

FINANCE AND EFFICIENCY
16. The total cost of the ongoing monthly continuation of the third party contract will be £375,000 for the period from December 2019 until the end of March 2021.

There is no additional financial consequences for the Council in this respect.

Budgetary provision of that level already exists.

17.Colleagues within Procurement are currently working on the development of an online contracts register which will be visible across the Council to all officers, ensuring a single source of accurate information for contract data.

The system will include alert functionality for contract end dates ensuring sufficient time for officers to prepare for re-tendering activity.

The system is expected to go live in the new financial year with training provided for appropriate staff dealing with contracts.

CONSULTATION1
8. Legal Services and Procurement have been advised of the current position and the proposal to retender the scheme as quickly as possible (from 31 March 2021) and have raised no concerns given the particular circumstances.

PARTNERSHIP WORKING
19 . This project will continue to be overseen by ERC Housing Services.

IMPLICATIONS OF THE PROPOSALS
20. There are no staffing, IT, legal, equality or financial implications directly associated with this report at this point in time.

CONCLUSIONS
21. The Mixed Tenure Scheme delivers essential rapid response neighbourhood services, ensuring mixed tenure areas within East Renfrewshire are well maintained for all residents.

In order to support key Council services it was essential that this service was continued to ensure local mixed tenure estates were maintained effectively.

For this reason it was felt that to discontinue the service during COVID would have been significantly detrimental to residents

RECOMMENDATIONS
22. It is recommended that the Cabinet,

(a)Notes that the contract with VERG (the Council’s third-party Mixed Tenure Scheme provider) expired at the end of November 2019 and that due to an oversight and subsequently coronavirus related issues the contract was not retendered within the timescale required;

(b)Notes that the tendered contract was considered to have provided from December 2015 important high-quality services and value for money;

(c) Notes that for the reasons outlined in this report the contract has been continued on the previous terms and conditions and competitively tendered rates between the period from December 2019 to February 2021 at a projected cost of £375,000 (to 31 March 2021 should the Cabinet agreed to extend the current arrangement until then);

(d)The total expenditure is above EU threshold but is appropriate under the Public Contracts (Scotland) Regulations 2015, Regulation 33 (1) (C) which permits a negotiated contract without prior publication for reasons of urgency due to events unforeseen by the contracting authority;

(e)Approves the continued use of the contract on this basis until 31 March 2021 which is within the budgetary provision which had been made for the scheme over that period; and

(f) Notes that the contract will be competitively retendered to run from 31 March 2021.

Director of Environment6
Further information can be obtained from Phil Daws Head of Strategy Environment department 0141577 3186

Convener contact details
Councillor Danny Devlin Home: 0141 580 0288
(Convener for Housing & Maintenance Services) Office: 0141 577 3107

January 2021]]>
Public Forum Tue, 22 Jun 2021 07:53:47 +0000
Subject: Audit and Scrutiny Committee Meeting(VIRTUAL) - Thursday, 24 June 2021 at 2.00 pm - by: RM64 http://www.ernhw.org.uk/forum/2-public-forum/47605-audit-and-scrutiny-committee-meetingvirtual-thursday-24-june-2021-at-200-pm#47605 http://www.ernhw.org.uk/forum/2-public-forum/47605-audit-and-scrutiny-committee-meetingvirtual-thursday-24-june-2021-at-200-pm#47605 Council Headquarters, Eastwood Park, Giffnock, East Renfrewshire, G46 6UG
Phone: 0141 577 3000 Fax: 0141 577 3129
website: www.eastrenfrewshire.gov.uk
Date: 18 June 2021
When calling please ask for: Linda Hutchison (Tel. No 0141-577-8388)
e-mail: This e-mail address is being protected from spambots. You need JavaScript enabled to view it

TO: Councillors Stewart Miller (Chair), Barbara Grant (Vice-Chair), Angela Convery, Charlie Gilbert, Annette Ireland, Jim McLean and Jim Swift.

AUDIT AND SCRUTINY COMMITTEE
A meeting of the Audit and Scrutiny Committee will be held on Thursday, 24 June 2021 at 2.00 pm.

The agenda of business is as listed below.

Please note this is a virtual meeting.

CAROLINE INNES
C INNES
DEPUTY CHIEF EXECUTIVE

AGENDA
1.Report apologies for absence.

2.Declarations of interest.

3.Chair’s Report.

4.Unaudited Annual Accounts 2020/21 – Report by Head of Accountancy (Chief Financial Officer)(copy attached, pages 3 - 134).

5.Code of Corporate Governance 2021/22 – Report by Deputy Chief Executive(copy attached, pages 135 - 170).

6.Internal Audit Plan 2020/21 - Implementation Progress – January to March 2021- Report by Chief Auditor (copy attached, pages 171 - 184).

7.Internal Audit Strategic Plan 2021/22 – 2025/26 – Report by Chief Auditor (copy attached, pages 185 - 196).

8.National External Audit Report - Improving Outcomes for Young People Through School Education – Report by Clerk (copy attached, pages 197 - 220).

9.National External Audit Report - Digital Progress in Local Government - Report by Clerk (copy attached, pages 221 - 274).

10.National External Audit Report - Self-Directed Support (SDS) - 2017 Progress Report - Impact Report - Future SDS Development Activity – Report by Clerk(copy attached, pages 275 - 282).


You can read details on the Council Website here -

www.eastrenfrewshire.gov.uk/audit-and-scrutiny-committee-240621


You can read the meeting papers on the Council Website here -

www.eastrenfrewshire.gov.uk/media/5737/A...m=637596079600570000]]>
Public Forum Sun, 20 Jun 2021 09:11:04 +0000
Subject: East Renfrewshire Integration Joint Board Meeting(VIRTUAL) - Wednesday 23 June 2021 at 2.30 pm - by: RM64 http://www.ernhw.org.uk/forum/2-public-forum/47604-east-renfrewshire-integration-joint-board-meetingvirtual-wednesday-23-june-2021-at-230-pm#47604 http://www.ernhw.org.uk/forum/2-public-forum/47604-east-renfrewshire-integration-joint-board-meetingvirtual-wednesday-23-june-2021-at-230-pm#47604 e-mail: This e-mail address is being protected from spambots. You need JavaScript enabled to view it
Tel:07584 116619

TO:MEMBERS OF THE EAST RENFREWSHIRE INTEGRATION JOINT BOARD

Dear Colleague

EAST RENFREWSHIRE INTEGRATION JOINT BOARD

A meeting of the East Renfrewshire Integration Joint Board will be held on Wednesday 23 June 2021 at 2.30 pm or if later at the conclusion of the meeting of the Performance and Audit Committee.

Please note the change in the time of the meeting.

Please note this is a virtual meeting.

The agenda of business is attached.

Yours faithfully
Councillor Caroline Bamforth
Chair

You can read the Agenda on the Council website here -

www.eastrenfrewshire.gov.uk/integration-joint-board-230621

You can read the Meeting Papers on the Council website here -

www.eastrenfrewshire.gov.uk/media/5724/I...m=637590085634070000

www.eastrenfrewshire.gov.uk/media/5740/I...m=637596210562970000]]>
Public Forum Sun, 20 Jun 2021 09:01:34 +0000
Subject: East Renfrewshire Council deputy leader Paul O'Kane quits role after being elected as an MSP - by: RM64 http://www.ernhw.org.uk/forum/2-public-forum/47601-east-renfrewshire-council-deputy-leader-paul-okane-quits-role-after-being-elected-as-an-msp#47601 http://www.ernhw.org.uk/forum/2-public-forum/47601-east-renfrewshire-council-deputy-leader-paul-okane-quits-role-after-being-elected-as-an-msp#47601 Published Barrhead News On Line -

News

1 hr ago

East Renfrewshire Council deputy leader Paul O'Kane quits role after being elected as an MSP

By William Brown Reporter

The deputy leader of East Renfrewshire Council is stepping down from the role after being elected to Holyrood – and plans to donate his salary to local groups.

Paul O’Kane will also quit as leader of the council’s Labour group and as education convener.

He intends to carry on serving his constituents in the Newton Mearns North and Neilston ward until the local authority election next May.

The new MSP, who represents the West Scotland region, will receive a basic salary of £18,604 per year while continuing as an East Renfrewshire councillor.

However, he wants to use that money to give “a boost” to local community groups and is currently deciding who to support.

“My intention is to try and get to the groups that don’t always qualify for the significant funds,” said Councillor O’Kane.

The education committee meeting tomorrow will be Councillor O’Kane’s last as chairman.

A replacement for that role, and a new deputy leader, will be confirmed at a full council meeting on June 30.

“I think it’s important those roles have someone who can dedicate their full time to that,” Councillor O’Kane said, adding that the education team needed someone who could provide “stability and support.”

The Labour group is in the process of electing a new leader, who is also expected to be nominated for the council’s deputy leader role.

Councillor Colm Merrick, the education committee’s vice-chair, will cover until a new chair is in place.

Councillor O’Kane said it has been a “huge honour” to hold the two roles, providing “a stable administration and pushing forward with our shared agenda.”

In his time in the education position, he has presided over the opening of the new Barrhead High School and the joint Catholic-Jewish campus in Newton Mearns for St Clare’s Primary and Calderwood Lodge Primary.

He has also worked on £30million plans for a new school campus in Neilston that will join Neilston Primary and St Thomas’ Primary on one site.]]>
Public Forum Wed, 09 Jun 2021 10:58:32 +0000
Subject: Licensing Committee Meeting(VIRTUAL) - Tuesday 8 June at 10.00am - by: RM64 http://www.ernhw.org.uk/forum/2-public-forum/47598-licensing-committee-meetingvirtual-tuesday-8-june-at-1000am#47598 http://www.ernhw.org.uk/forum/2-public-forum/47598-licensing-committee-meetingvirtual-tuesday-8-june-at-1000am#47598 Council Headquarters,
Eastwood Park, Rouken Glen Road,Giffnock, East Renfrewshire G46 6UG
Phone: 0141 577 3000 Fax: 0141 577 3834
Website: www.eastrenfrewshire.gov.uk
Date:4 June 2021
When calling please ask for: Jennifer Graham or John Burke, 0141 577 3016
E-mail: This e-mail address is being protected from spambots. You need JavaScript enabled to view it and This e-mail address is being protected from spambots. You need JavaScript enabled to view it

TO:Councillors A. Convery (Chair); B. Cunningham (Vice Chair); C. Gilbert; S. Miller; and P. O’Kane.

LICENSING COMMITTEE
A meeting of the Licensing Committee will be held on

Tuesday 8 June at 10.00am.

A pre-meeting for Elected Members will take place at 9.30am.

The agenda of business is listed below.

Caroline Innes
C INNES
DEPUTY CHIEF EXECUTIVE(DIRECTOR OF CORPORATE AND COMMUNITY SERVICES)

This is a virtual meeting.

1. Report apologies for absence.

2. Declarations of Interest.

Resolution to Exclude Press and Public

It is recommended that the Committee passes the following resolution:- "That under Section 50A(4) of the Local Government (Scotland) Act 1973, as amended, the press and public be excluded from the meeting for the undernoted items of business on the grounds that they involve the likely disclosure of exempt information as defined in Paragraphs 6 and 14 of Part I of Schedule 7A of the Act as appropriate".

Paragraph 6 – Information relating to the financial or business affairs of any particular person (other than the authority) – all Items.

Paragraph 14 – Any action taken or to be taken in connection with the prevention, investigation or prosecution of crime – all items.

3.Taxi Driver’s Licence – Application for Renewal – Report by Chief Officer (Legal& Procurement) (copy attached, pages 3 - 6).

4.Private Hire Driver’s Licence – Application for Grant – Report by Chief Officer(Legal & Procurement) (copy attached, pages 7 - 12).

5.Private Hire Driver’s Licence – Application for Grant – Report by Chief Officer(Legal & Procurement) (copy attached, pages 13 - 16).

6.Private Hire Driver’s Licence – Application for Grant – Report by Chief Officer(Legal & Procurement) (copy attached, pages 17 - 20).

7.Private Hire Driver’s Licence – Application for Renewal – Report by Chief Officer(Legal & Procurement) (copy attached, pages 21 - 24).


You can read details on Council website here -

www.eastrenfrewshire.gov.uk/licensing-committee-080621]]>
Public Forum Mon, 07 Jun 2021 07:47:07 +0000